Fixed Assets
Contents
1. 4 2 Lookup cire ex i den s Plo ue 2 4 Menus General ledger 5 3 1 SVSEPHI ien sti por HE a S uod SOR OE PCM 3 1 1 1 Printing 9 3 Function keys and print commands 9 4 Sample 9 1 Spooled TEP OMS ci ac opino deer n oe dois 9 Purge Fully Depreciated 7 7 d 7 1 Fixed assets labels ccsssssecssssssccscctseesssssesteenees 7 6 Fully depreciated assets eese 7 5 List Dy CCA Class evo o uad tut rit da dd 7 3 List by cost centre 7 2 List Canes ic ooo dedere 7 4 Master depreciation eese 7 82. c 2 3 From dg m T P 2 3 Rekey Display LUG rti sero co po 2 3 Cancel PROCESS IIS acs fusca poste ente ated ca ipee tia diede Eme sea eed tui ire ee tse 2 3 F5 LOOKUP FEATURE NRI OU SS 2 4 MAIN MENU ALL SYSTEMS ccssscsscoccsoncosssensnsnsnssscnonssensunssosserescusssesensuanscesssonsesessossscesensssoosesonsconssons 3 1 MAIN MENU FIXED ASSET SYSTEM ccscscssscscsssssssnssssessconcsnscescosssonsessvassnscoscsassossscssessencsscssessonseess 3 1 Inventory number doe aoa EUN UR oO a Ru vod cv Ln A cai cS Ore M RORIS 5 2 Description Acc RS 5 2 Cost T 5 2 Serial OEP 5 2 CCA 5 2 5 2 RENE uo buen A E 5 2 Vendor mulier una e icona tero o ove niles iore Serie 5 3 Insurance number 5 3 enr as M 5 3 PP ER 5 3 Depreciation m 5 3 Depreciation 5 3 Depreciation Frequency oce np teli etie 5 3 Salvage nat 5 3 hr eT 5 4 Dat CHECK soie b ED Pr QUPD RI 5 4 Date Removed iiec Ep riti c
3. m 5 1 MASTER FILE MAINTENANCE The following functions are available Adda new inventory item D Display an existing inventory item Import file X Exit to fixed asset main menu ADDING ITEMS FOR DEPRECIATION To add a new item for depreciation type and press Enter the information as follows INVENTORY NUMBER This area is coded using up to six alphanumeric characters DESCRIPTION This area is coded using up to thirty characters to describe the asset COST CENTER This area is coded using up to ten alphanumeric characters The general code set up for this particular type of fixed asset could be used SERIAL NUMBER Record the serial number of the fixed asset here The maximum number of alphanumeric characters is twenty CLASS This area is coded using up to 3 numeric characters and represents the capital cost allowance class as per the income tax act LOCATION This area may be coded using up to thirty alphanumeric characters and is used to specify the location of the asset OWN RENT LEASE The options available are Own Rent Lease 5 2 ADDING ITEMS FOR DEPRECIATION MASTER FILE MAINTENANCE VENDOR NUMBER This area may be coded using up to five numeric characters The system will automatically display the supplier name from the supplier master file If the Accounts Payable system exists on your computer can be used to list all vendors INSURANCE NUMBER
4. boa di ih dd tenter eid di enti TEE 5 4 Sale PICO Go E E ada hen clivo Cr 5 4 Depreciation Override rates dead eiie me a iien 5 4 Oveiride Perods i ood att e Er pud fete 5 4 Bstmated L Me tob re b di dedu D Oba 5 4 CORRECTING ERRORS WHILE ADDING RECORDS e eeeeeeeeeeneaes nones tenen sette set eese eee ese teens serae 5 5 DISPLAYING Ie airs 5 6 LIST BY COST CENTRE 7 2 LIST BY CLASS CR 7 3 LIST CHANGES 7 4 FIXED ASSETS FULLY DEPRECIATED ASSETS REPORT 7 5 FIXED ASSETS LABELS 7 6 PURGE FULLY DEPRECIATED ITEMS sscscscsssscsssscsesscccsoosensnrnscsconcsssensossasensosensessncesesesscncessnscsecscoees 7 7 FIXED ASSETS MASTER DEPRECIATION REPORT ccssssscossosssssccsscssseccenessesessecensesossesersescersosss 7 8 COMPANY INFORMATION 8 1 Company 8 2 Long Company Name 8 2 Short Company A eeu bon 8 2 Company 8 2 Holding Company Initials Yen E Veo esee v cei tovc ober
5. When an application has been selected a submenu is frequently displayed providing a number of further choices on how the application is to be run or what part of the application is to be run For example the following is the Fixed Assets submenu Fixed fissets TLFIPO30 2 05 Main Menu 31 03 93 1 Master File Maintenance 2 Calculate Depreciation 3 Reports E Exit E Selection To select Master File Maintenance type 1 and press Enter OPTIONAL FIELDS Optional fields fields not required may be skipped by pressing Enter A number of screen entry fields allow entry of data but also default to a particular value if is pressed A default value is simply a value automatically selected by the program if you do not enter a value For example A date field will often default to the current date system date or the last date entered can often be pressed to answer a Yes No question by default DATE FIELDS Enter all dates in the format ddmmyy six numeric digits with no slashes representing day month year The computer will check that the month entered is valid 1 12 as well as the day 1 31 and the year 0 99 THE DECIMAL POINT The decimal point does not have to be entered unless the characters to the right of the decimal point are non zero However decimal points must be entered if the digits to the right of the decimal point are not equal to zero 2 2 INSTRUCTIONS GENERAL DATA ENTRY EDITOR
6. The system includes an Editor utility that allows the user to correct errors made during data entry The EDITOR can be accessed by pressing Note Some older versions of the software use or C to access the editor is not working try one of these keys The Editor utility will not always bring up the same options because the options change according to where you are calling the editor from The options that are available through the editor and how they are to be used follows REKEY FROM A FIELD This option may be used to rekey any of the data entered in a field If you are on field number 6 and you want to change something in field number 1 you will have to rekey the information from that field on In most cases you can press back to line 6 because will remember what you entered in that field last To use this option type 1 and press Enter The system will then display Enter field number or ENTER to return Type the number of the field that is be rekeyed and press Enter The system will then automatically return to this field number Simply make your corrections and continue entering your data REKEY DISPLAY LINE In some of the programs such as invoices you can have more than one line entry per item The Rekey Line option allows you to modify information within a specific line Type the number corresponding to Rekey line and press Enter The system will prompt you to enter the line number that yo
7. 1 Register one software package per form 2 The package name may be found on the binder spine 3 The serial number may be found on the MASTER diskette POLYMATHIC COMPUTER CORPORATION FIXED ASSETS USER S MANUAL PROPRIETARY RIGHTS NOTICE rights reserved This material contains the valuable properties and trade secrets of Polymathic Computer Corporation an Ontario corporation The material embodies substantial creative efforts and confidential information ideas and expressions no part of which may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise without the express written consent of Polymathic Computer Corporation While reasonable efforts have been made in the preparation of this manual to assure its accuracy Polymathic assumes no liability resulting from any errors or omissions in this manual or from the use of the information contained herein Please refer to the Software License for limitations on use and reproduction of the software package POLYMATHIC COMPUTER CORPORATION FIXED ASSETS SYSTEM USER S MANUAL CHAPTER 1 FIXED ASSETS OVERVIEW ccssssssssscsesssecvecrencscessecrssessessecssccsssscseeseoes 1 1 The ENTER lisi bred ic dE cit 2 1 Men s 2 1 Optional 2 2 RAG ed M ERR 2 2 The Decimal POU e edle otioso onere pte nena 2 2 TLOR
8. 1231 Estimated life CURRENT DEPR ACCUMULATED DEPRECIATED FROM NET BOOK VALUE TO Enter Ciji lcokup 1 lt To select the item simply press and the system will enter the supplier into the field you initially activated the Lookup feature from You can exit out of the Lookup feature at any time by pressing Esc Esc will exit one level of the program therefore if you are in the options section of Lookup you will have to press Esc twice to exit completely out of Lookup 2 6 F5 LOOKUP FEATURE CHAPTER 3 MENUS MAIN MENU ALL SYSTEMS MAIN MENU MASTER 3 16 Ved MAR 31 93 13 16 47 1 Payroll 2 Accounts Receivable 3 Accounts Payable 4 Sales Analysis 5 General Ledger 6 Security 7 Systen Utilities 8 Daily Closing 9 Monthly Closing 19 Print Reports 11 Time Accounting 12 Fixed Assets 13 Inventory Order Entry 14 Vertical Markets Q Query S Status E Exit E Enter selection MAIN MENU FIXED ASSET SYSTEM P C P L RM Typist 04 Fixed Assets TLFIPO30 2 05 Main Menu 31 93 93 1 Master File Maintenance 2 Calculate Depreciation 3 Reports E Exit E Selection MAIN MENU ALL SYSTEMS 3 1 CHAPTER 4 DAILY STARTUP FIXED ASSETS At the operating system prompt type POLYSYS and press Enter The following screen will appear POLYMATHIC COMPUTER CORPORATION 1 Sign on to Existing Companies 2 Initialize a New Company 3 Exit to Operating
9. 2 cancel this entry 3 continue Type the appropriate number and press Enter You can also Modify the record once you have finished entering all the information If you have a field to change simply type M to modify and the system prompt you to enter the field number you want to change Type the field number make your changes then type to accept the record CORRECTING ERRORS WHILE ADDING RECORDS m 5 5 MASTER FILE MAINTENANCE DISPLAYING RECORDS To display a record type D and press Enter Inventory 8 Description Cost center Serial amp C C A class Location Own rent lease Vendor 8 Insurance Cost IU uo Depr rate Depr method Depr frequency Salvage value ACCUMULATED MET URLUE Enter The screen will appear as follows Fixed Rssets TLFIPO10 1 09 Master File Maintenance 31 03 93 Display Date added Date checked Date removed Sale price Depr override verride periods Estinated life CURRENT DEPR DEPRECIATED FROM TO 19 1 1 8 search You can display a record with two methods you can type the inventory number of a given asset followed by or move down to the serial number field and enter that On both fields the lookup feature can be used to list the assets Once you have typed
10. 31 Select IS Start 51 Type S and press to start the purge PURGE FULLY DEPRECIATED ITEMS 7 7 REPORTS PURGE FULLY DEPRECIATED ITEMS Type 6 and press to select Purge Fully Depreciated Items Fixed fissets REPORTS 1 List by Cost Centre 2 List by CCA Class 3 List Changes 4 List Fully Depreciated Items 5 List Labels 6 Purge Fully Depreciated Itens E Exit 6 Selection SJ Select 1 91 5 1 Type S and press to start the purge PURGE FULLY DEPRECIATED ITEMS m 7 7 CHAPTER 8 COMPANY SETUP COMPANY INFORMATION To set up a new company log on to the directory containing the POLYMATHIC program files Type POLYSYS and press to log on to the system The screen will appear as follows POLYMATHIC COMPUTER CORPORATION 1 Sign on to Existing Companies 2 Initialize a New Company 3 Exit to Operating Systen Use scroll keys 1 1 GAMIE 1 2 to select Initialize a New Company The screen will appear as follows POLYMATHIC COMPUTER CORPDRATION INIT100 1 27 Company Setup and Infornation Tue MAY 24 1994 1 Company number 2 Long Conpany nane Short Company nane 4 Company initials 5 Holding Conpany initials 6 fiffiliated conpanies Division Division Division Division Diuision Last month closed date B GST registration nunber 9 Hone directory 10 Export directory 1 Select 171 i l Displ
11. Exit 10 Enter selection To print a report press Enter Please call Polymathic if you want to be able to Fax out reports The print screen will appear as follows C P POLYMATHIC COMPUTER CORPORATION Typist 66 Port 66 Print Reports LPT1 CHEQUE PRINT SETUP LASER CHEQUE PRINT SETUP CODES EPSON HP LJ2 66 LINES PAGE PURCHASE JOURNAL PURCHASE JOURNAL GST Llet CASH DISBURSEMENTS AvP CHEQUE LINEUP CHEQUES ACCOUNTS PAYABLE PURGE AvP OPEN ITEMS NARROW A P AGED TRIAL BALANCE AVP DETAILED AGED T B AvP DEBIT AGED LIST FUTURE DATED CHEQUES FUTURE DATED PAID INVOICES CUSTOMER FAX NUMBER EXCEPTIONS SALES JOURNAL iprint i delete 3 start printing Z zoon iXl functions f scroll rexit 9 2 PRINTING SPOOLED REPORTS PRINT REPORTS PRINT SCREEN FIELDS The print screen is made up of seven columns The function of each column is as follows Report name This is an identification label assigned to the various reports which may be spooled Each individual report is assigned a unique name by the system This column is used to indicate the number of copies of the individual report which are to be printed D K This column is used to indicate whether the spooled report should be deleted from or kept on the disk after it has been printed Start page This column is used to indicate the page number on which you wish to start printing each report This would normally be page one Status The next
12. IVAR CROSS BRACE GALU Top Bottom ESC End F1 Options Salvage value 231 Estimated life COST CURRENT DEPR ACCUMULATED DEPR DEPRECIATED FROM NET BODK VALUE TU MEMES To find a serial number press F3 The screen will appear as follows Fixed Assets TLFIPO10 1 09 Master File Maintenance 31 93 93 3 UNITS IUAR CROSS BRACE GALU 18 UNITS STEN 31 STORAGE SHELF PRINCIP DESK STAINED UNITS MARIN FRAME FOIL BLK Enter serial number Top Bottom ESC End 1 0 10 5 Salvage value 23 Estinated life COST CURRENT ACCUMULATED DEPR DEPRECIATED FROM NET BOOK VALUE 10 Enter ito Muss lookup 1 lt Type at least three numbers or letters for the serial number you are searching for and press The system will then search through the inventory master for the closest match to your search criteria and will highlight that serial number in the lookup window F5 LOOKUP FEATURE 2 5 GENERAL DATA ENTRY The screen will appear as follows Fixed Assets 10 1 09 Master File Maintenance FRASSE TRESTLE BLACK 6 UNITS STEN 174 SIDE FOSTS UNITS IVAB CROSS BRACE GALV 18 UNITS STEN 31 STORAGE SHELF PRINCIP DESK OAK STAINED 3 UNITS MARIN FRAME FOIL BLK 3 UNITS MARIN 61 PLINTH FOIL 3 UNITS MARIN TOP PANEL 61X46 6 UNITS PRINCIP GE 207 BASIC 9 UNITS PRINCIP 6 207 SIDE Top Bottom ESC End F1 Options
13. Systen Use scroll keys t 1 Type 1 or press to sign on to an existing company FIXED ASSETS m 4 1 DAILY STARTUP The following screen will appear POLYMATHIC COMPUTER CORPORATION 3 64 MAY 24 1994 SIGNON PROCESSING 1 13 41 46 Typist Last signon date Last month closed Last year end Booted drive P 4DEM NRM Prior year status 1 User Number 2 Passvord 3 Conpany Enter EMSA 1 1 1 to operating system 81 to menu LOG ON INSTRUCTIONS Log on to the system as follows 1 Enter your typist number The default value is 1 2 Enter your password The default is Enter 3 Enter the Company number 4 2 LOG ON INSTRUCTIONS DAILY STARTUP The screen will appear as follows POLYMATHIC COMPUTER CORPORATION 3 04 MAY 24 1994 SIGNON PROCESSING Crt 1 13 42 12 Typist 8 gt 4 SHAUNA REDMOND Last signon date MAR 31 93 Last month closed FEB 93 Company gt P C P L 8 26 Last year end FEB 28 93 Booted drive P DEMD RM Prior year status CLOSED PROCESSING DATE 31 03 93 MAR 31 931 S Select tart jodify 1 kit 15 Change the processing date so it is not more than one month later than the date of last month Type S and press The screen will now appear as follows MAIN MENU MASTER 3 16 1 Payroll 2 Accounts Receivable 3 Accounts Payable 4 Sales An
14. asset additions and dispositions for the fiscal year to help in reparation of tax returns e Areport writer can be purchased separately to aid in creating customized reports As with all Polymathic software the Fixed Assets system features password protection unlimited file sizes and multi user company capabilities FEATURES 1 1 CHAPTER 2 GENERAL DATA ENTRY INSTRUCTIONS A number of data entry procedures are the same for all the applications described in this manual These data entry procedures are as follows THE ENTER KEY The enter key is always pressed after every entry to start processing The only time you don t press is when you are using a function key such as F5 MENUS AND SUBMENUS The programs that make up this accounting package are accessed by means of a menu Each menu choice is displayed on the screen with a number to its left To make a selection type the number of the desired item and press Enter For example the following menu is typical MASTER 3 16 31 93 13 16 47 1 Payroll 2 ficcounts Receivable 3 ficcounts Payable 4 Sales finalysis 5 General Ledger 6 Security 7 Systen Utilities B Daily Closing 9 Monthly Closing 10 Print Reports 11 Tine Accounting 12 Fixed fissets 13 Inuentory Entry 14 Uertical Markets Q Query S Status E Exit E Enter selection To select Fixed Assets type 102 and press INSTRUCTIONS m 2 1 GENERAL DATA ENTRY
15. keys to move through the report will take you to the beginning of the report and will take you to the end of the report When you have finished viewing the report type Esc to exit 9 4 FUNCTION KEYS AND PRINT COMMANDS PRINT REPORTS FUNCTIONS The functions command allows you to change the printer you are going to print to or change the settings for the printer you are printing to Press and the screen will appear as follows POLVMATHIC COMPUTER CORPORATION PCPRINT 2 33 Print Heports D E page Copy Page Messages 2 SMALL PRINT PRINTER SELECTION Print Device LPT1 Printer DOT MATRIX Status ENOT AVAILABLE 1 DOT MATRIX LASER 4 Fi functions F2 change device DRIN exit FUTURE DATED CHEQUES FUTURE DATED PAID INVOICES CUSTOMER FAX NUMBER EXCEPTIONS SALES JOURNAL ij print i delete start printing Z zoon functions scroll The printer selection area lets you switch between dot matrix and laser printers send commands to your printer and change the output device 1 FUNCTIONS To switch between dot matrix and laser printers use one of the cursor keys to highlight the correct printer type and press Once you have selected a printer you can send commands to the printer by pressing If you have a Dot Matrix printer selected the following screen will appear POLYMATHIC COMPUTER CORPORATION PCPRINT 2 33 Print Reports Mon MAR 14 1994 copy D K pare Co
16. of your asset Enter the date in the form of ddmmyy SALE PRICE This is entered upon recording of the sale or disposal of the asset The maximum number of characters including the decimal point is ten The largest number that can be entered in 9 999 999 99 RENT This field represents the rent or lease payment It will be bypassed if you own the asset DEPRECIATION OVERRIDE This field allows the user to set up an amount which overrides the normal rate This works in conjunction with the next field OVERRIDE PERIODS This field instructs the system to take the number of overrides off first before reverting to the normal depreciation method This can be helpful when setting up old assets ESTIMATED LIFE This field is the number of periods you expect to use the asset before retiring it or disposing of it The number of periods is based on the type of depreciation frequency that you entered For example if you entered S for semi annual depreciation and you enter 10 for estimated life you expect the asset to last for 5 years or 60 months Once you enter the estimated life of the asset the value in months will be entered by the system 5 4 ADDING ITEMS FOR DEPRECIATION MASTER FILE MAINTENANCE CORRECTING ERRORS WHILE ADDING RECORDS When using the ADD function an interactive editing function has been included To activate the EDITOR type 7 and the system will respond as follows Select 1 rekey from a field
17. one of these numbers and pressed the record will be displayed From the display menu the following options are available Accept the record M Modify the information The inventory number cannot be changed when modifying N Next record P Previous record E Exit display mode 5 6 DISPLAYING RECORDS MASTER FILE MAINTENANCE The import program imports a file into the Asset Master file For more details please contact Polymathic at 905 738 4089 Fixed Assets Master File Maintenance Inventory 8 Description Cost center Serial amp C C A class Location Ownvrent lease Depr rate Depr method Depr frequency Salvage value COST ACCUMULATED MET URLUE Select 31 1 015 1 TLFIPO10 1 09 31 03 93 Date added Date checked Date renoved Sale price Depr override periods Estinated life CURRENT DEPR DEPRECIATED FROM TO H Inport IMPORT 5 7 CHAPTER 6 CALCULATE DEPRECIATION CALCULATE DEPRECIATION This program will calculate the depreciation for the time frame specified and generate a report listing the depreciated amounts update program will then be run to update the assets accumulated depreciation amount the net book value amount Fixed fissets TLFIPO30 2 05 Main Me
18. 8 2 Affiliated Companies 8 2 Last Mont Closed Date iu odo unite RESO CST TR EE D On a vele evi Fev vA De bu a C 8 2 PRINTING SPOOLED REPORTS siscesescisssssssosssssvscossecsessscasesesesonoosvaceseasasiaseoscsseodessecbieceoladesonessensssposecseccaves 9 1 PRINT SCREEN FIELDS 9 3 FUNCTION KEYS AND PRINT COMMANDS scccsssorsscsssssossscsscssssesessesesnesorcorsssasessesessnonscescseseesseseeses 9 4 ZOOMING e noe Pp candle 9 4 UC ENO s scio daturi teh eras us a 9 5 CHAPTER 1 FIXED ASSETS OVERVIEW The P C C Fixed Asset System is designed to reduce the time and effort involved in maintaining the necessary information for depreciation assets FEATURES e Two methods of depreciation are available e Straight line e declining balance Depreciation on each asset is calculated for both book and tax purposes Fields are provided for the location of each asset serial numbers investment tax credits insurance and property classes e The system allows for multiple locations departments and classes of assets The depreciation expense and accumulated depreciation for each asset can be viewed on the screen The system will ensure that the accumulated Net Book Value does not exceed the cost of the asset Depreciation is calculated by asset category to aid in general ledger accounting Reports are available detailing
19. D Inventory Master in Cost Centre Sequence COST CENTRE 1900 Inv NUMBER DESCRIPTION SERIAL NUMBER LOCATION CAPITAL 123456 AUDI 5000 A9999000 564 CITY PROVINCB COST 1 Items 00 1 EXFIRO31 1 1 Page 1 DBPRECIATION TODATE RATE MTD FR TO 00 00 S 26 7 2 LIST BY COST CENTRE REPORTS LIST BY CCA CLASS Type 2 and press to select List Class Fixed fissets ILFIPO30 2 05 REPDRTS 1 List by Cost Centre 2 List by Class 3 List Changes 4 List Fully Depreciated Items 5 List Labels 6 Purge Fully Depreciated Itens E Exit E Selection Type S and press The system will prompt you to select one of the following report types A List all items Lisa all new items D List disposal items List unsold items 30 85 93 Select a report type and the system will then prompt you to enter starting and ending dates in the form of ddmmyy Enter these dates and the Inventory Master by CCA Class report will be generated sample of this report follows DATB 26 06 94 EXAMPLE COMPANY LIMITED Inventory Master by CCA Class CCA CLASS 10 Inv NUMBER DESCRIPTION SERIAL NUMBER LOCATION CAPITAL 123456 AUDI 5000 A999900 1234 CITY PROVINCE cost 1 Items 00 1 2 1 1 1 SSeS ees DEPRECIATION TODATE RATE MTD FR TO 00 00 S M 26 LIST BY CCA CLASS m 7 3 REPORTS LIST CHANGES Type 3 and press to select List Changes
20. Enter the insurance policy number here The maximum number of numeric characters that can be entered is five COST Enter the cost of the asset here The maximum number of characters including the decimal point is ten The largest number that can be entered in 59 999 999 99 ITC This area may be coded using up to eight numeric characters This amount will be deducted from the cost of the asset in all depreciation calculations DEPRECIATION RATE This is the rate of depreciation for the frequency selected DEPRECIATION METHOD Valid responses for this field are as follows S Straight line method Fixed method blank No depreciation Type the letter corresponding to the depreciation method you would like to use and press Enter DEPRECIATION FREQUENCY This is the number of times you wish to depreciate the asset in one year The frequencies available are Monthly Q Quarterly 5 Semi annually Yearly SALVAGE VALUE This is the amount you think your asset will be worth if sold at the end of its expected useful life The depreciation module will depreciate your asset to the salvage value ADDING ITEMS FOR DEPRECIATION m 5 3 MASTER FILE MAINTENANCE DATE ADDED This is the date you acquired your asset Depreciation will start from this date Enter the date in the form of ddmmyy DATE CHECK This is the last time you checked this item Enter the date in the form of ddmmyy DATE REMOVED This is the sale date
21. Fixed fissets TLFIPO30 2 05 31 03 93 REPORTS 1 List by Cost Centre 2 List by CCA Class 3 List Changes 4 List Fully Depreciated Itens 5 List Labels 6 Purge Fully Depreciated Itens E Exit 3 Selection RMF IRO33 PRT Report completed Press to continue This report will list any changes made to an asset whether they are Additions Deletions or Modifications A sample Changes report follows TESTQUAL PIXED ASSET INVENTORY ADDITIONS 4 INVENTORY 123456 5 CATEGORY 10 2 AUDI 5000 3 COST CENTRE 1900 6 LOCATION 4 SBRIAL A999000 1234 CITY PROVINCE 7 OWN RENT LBASB 15 DATE ADDED 26 8 87 8 VENDOR 8 3110 16 DATE CHBCKED 26 8 87 9 INSURANCE i 8600 17 DATE REMOVED 10 cosT 25000 00 18 SALE PRICE 00 11 DEPR RATE 2 5000 19 RENT 00 12 DEPR METHOD S 13 DEPR FREQ M 20 DEPR OVERRIDB 00 14 SALVAGE VALUE 00 21 OVERRIDE PERIODS 0 7 4 W LIST CHANGES REPORTS FIXED ASSETS FULLY DEPRECIATED ASSETS REPORT Type 4 and press to select List Fully Depreciated Items Fixed fissets TLFIPO30 2 05 31 03 93 REPORTS 1 List by Cost Centre 2 List by CCA Class 3 List Changes 4 List Fully Depreciated Itens 5 List Labels 6 Purge Fully Depreciated Itens Exit 4 Selection 31 Select Ql Start The Fully Depreciated Items report will be generated automatically A sample of this report follows DATE 26 06 94 EXAMPLE COMPANY LIMITED F
22. POLYMATHIC COMPUTER CORPORATION FIXED ASSETS SYSTEM Congratulations on the purchase of your Polymathic Fixed Assets System To install the enclosed software please do the following 1 Verify that you have the following diskettes Polymathic Fixed Assets Disk 1 Polymathic System Disk Example Company 2 Read the Installation Guide and follow the procedures for installing the programs on your computer 3 Complete and mail the Software Registration Form FIXED ASSETS SYSTEM INSTALLATION GUIDE COPYING PROGRAMS TO HARD DISK The Polymathic Fixed Assets System is distributed on three diskettes Before using the Fixed Assets program you should copy all files on these three diskettes on to your hard disk as outlined in the following example This example assumes that your diskette drive is Drive A and your hard disk is Drive C 1 Insert the diskette labeled Polymathic Fixed Assets Disk 1 in Drive 2 Run the installation procedure by typing A FAINSTAL A C 3 Follow the remaining instructions displayed by the installation program The Polymathic Fixed Assets System is now ready to be initialized INITIALIZING THE POLYMATHIC FIXED ASSET SYSTEM Setting the Drive Search Defaults The Polymathic Fixed Assets System allows the user to specify which drives are to be searched for data and program files Initially the system will only search the logged on drive This can be changed to adapt to your computer s co
23. alysis 5 General Ledger 6 Security 7 Systen Utilities 8 Daily Closing 9 Monthly Closing 18 Print Reports 11 Tine ficcounting 12 Fixed fissets 13 Inventory Order Entry 14 Vertical Markets Q Query 5 Status E Exit E Enter selection Type 202 and press to select Fixed Asset Management LOG ON INSTRUCTIONS m 4 3 DAILY STARTUP The screen will appear as follows Fixed fissets ILFIPO30 2 05 Main Menu 31 03 93 1 Master File Maintenance 2 Calculate Depreciation 3 Reports E Exit E Selection 4 4 LOG ON INSTRUCTIONS CHAPTER 5 MASTER FILE MAINTENANCE P C P L Fixed Assets TLFIP030 2 05 RM Main Menu 31 03 93 1 Master File Maintenance 2 Calculate Depreciation 3 Reports E Exit E Selection Type 1 and press to select Master File Maintenance The screen will appear as follows Fixed Assets TLFIPO10 1 09 Master File Maintenance 31 93 93 Inventory 8 Description Cost center Serial 8 C C A class Location yn rent lease Vendor 8 Insurance 8 Date removed Cost Sale price LT C E20 Rent Depr method Depr override Depr frequency verride periods Salvage ualue Estimated life COST CURRENT ACCUMULATED DEPR DEPRECIATED FROM NET BOOK VALUE TO Select Ljl Rdd J Display t jJl Inport
24. ay 1 45 1 1 COMPANY INFORMATION 8 1 COMPANY SETUP To Add a new company type and press Enter Enter the information as follows COMPANY NUMBER The system will automatically assign a sequential number to all new companies LoNG COMPANY NAME Enter your company name as you wish it to appear on all report headings and press For example type ANY COMPANY LIMITED and press Enter SHORT COMPANY NAME Enter a short name for your company as you wish it to appear on all screen headings and press For example type ANY and press t Emer COMPANY INITIALS Enter two initials for your company The system uses these initials to identify the data files for your company For example type and press Enter HOLDING COMPANY INITIALS If you wish to consolidate this company with another enter the two initials of the holding company to be used for consolidation purposes The system uses these initials to identify holding company For example type and press Enter AFFILIATED COMPANIES List any affiliated companies here Type a two initials for the company and the division number LAST MONTH CLOSED DATE Enter the last month that was closed in the format mmyy NAME Enter the company name as you wish it to appear on collection letters accounts receivable statements etc ADDRESS Enter up to four lines for the company address as you wish it to appear on collection letters accounts receivable statements et
25. c Review the information which you have just entered and if you are satisfied with it press 4 Enter The system will then ask On what drive do you want to set this company up Press and the files will be set up on the current drive The system will then display the message Initializing Company Files Please Wait Type E and press to exit from the Company Setup and Information Menu 8 2 COMPANY INFORMATION COMPANY SETUP The following screen will appear POLYMATHIC COMPUTER CORPORATION 1 Sign to Existing Conpanies 2 Initialize a New Conpany 3 Exit to Operating Systen Use scroll keys 1 1 JEJE 1 Type 1 and press to sign on to the company which you just set up The following screen will appear POLVMATHIC COMPUTER CORPORATION 3 04 24 1994 SIGNON PROCESSING Crt 8 1 13 41 46 Typist 8 Last signon date Last month closed Last year end Booted drive P DEMONRM Prior year status 1 User Nunber 2 Password 3 Conpany Enter 1 1 1 1 to operating system 591 to menu Log on to the system as follows Enter your typist number The default value is 1 Enter your password The default is Enter Enter the Company number or initials The number should be 1 COMPANY INFORMATION s 8 3 COMPANY SETUP The main menu will now appear MASTER 3 16 Ved MAR 31 93 13 16 47 2 Accounts Rece
26. ce you have reviewed this report you can select Start so that the update program will be run to update each asset s amounts 6 2 CALCULATE DEPRECIATION CHAPTER 7 REPORTS Fixed Assets TLFIPO30 2 05 Main Menu 31 03 93 RM Typist 04 1 Master File Maintenance 2 Calculate Depreciation 3 Reports E Exit E Selection Type 3 and press to select Reports The screen will appear as follows Fixed Assets TLFIPO30 2 05 31 03 93 REPURTS 1 List by Cost Centre 2 List by Class 3 List Changes 4 List Fully Depreciated Itens 5 List Labels 6 Purge Fully Depreciated Itens E Exit E Selection m 7 1 REPORTS LIST BY COST CENTRE Type 1 and press to select List by Cost Centre Fixed Assets REPORTS 1 List by Cost Centre 2 List by CCA Class 3 List Changes 4 List Fully Depreciated Itens 5 List Labels 6 Purge Fully Depreciated Items E Exit 1 Selection 31 Select Jl Start Type S and press 2 Enter The system will prompt you to select one of the following report types List all items Lisa all new items D List disposal items List unsold items TLFIPO30 2 05 31 03 93 Select a report type and the system will then prompt you to enter starting and ending dates in the form of ddmmyy Enter these dates and the Inventory Master in Cost Centre Sequence report will be generated sample of this report follows DATB 26 06 94 EXAMPLE COMPANY LIMITE
27. f the terms of the agreement This software the diskette s on which it is contained the documentation and manuals related thereto the Licensed Software is licensed to you the end user for your own internal use on one computer system only You do not obtain title to the Licensed Software or any copy rights or proprietary rights in the Licensed Software You may not transfer sub license rent lease convey copy modify translate convert to another programming language decompile or disassemble the Licensed Software for any purpose The Licensed Software is provided AS IS All warranties and representations of any kind with regard to the licensed software are hereby disclaimed including the implied warranties of merchantability and fitness for a particular purpose Under no circumstances will the manufacturer or developer of the licensed software be liable for any consequential incidental special or exemplary damages even if apprised of the likelihood of such damages occurring POLYMATHIC COMPUTER CORPORATION SOFTWARE REGISTRATION FORM IMPORTANT In order that you can receive notification of modifications or updates of this program you MUST complete this form and return it immediately Technical support will not be provided unless we receive a completed registration form Package Name Serial Number Purchase Date Contact Name Company Address City Postal Code Telephone Fax Number pe S S In cti For
28. his feature will allow you to Cursor upwards through the data Cursor downwards through the data Up Page up one screen of data Page down one screen of data Move to the top of the data Move to the bottom of the data Esc Exit the lookup feature Options PRINCIP DESK OAK STAINED BALDER 25 TABLE 120X80 ASH FRASSE TRESTLE BLACK FRASSE TRESTLE BLACK PRINCIP DRAWER UNIT A4 L PRINCIP DESK OAK STAINED BLACK FRASSE TRESTLE BLACK FRASSE TRESTLE BLACK 6 UNITS STEN 174 SIDE FOSTS UNITS IURR CROSS BRACE GALU Botton ESC End Fi ptions 231 Estimated life CURRENT DEPRECIATED FROM TO 1 1 1 lt search for particular record according to search criteria that you enter For example if you are in the supplier master of Accounts Payable and you want to search for a supplier by the supplier name you can press for Options then to search by the supplier s name and enter three or more letters for the supplier you are looking for The system will then search through the supplier master for the closest match to the three letters that you entered 2 4 FS LOOKUP FEATURE GENERAL DATA ENTRY Press and the Options screen will appear as follows Master File Maintenance Functions F2 Find inventory code F3 Find serial nunber ESC Exit FRASSE TRESTLE BLACK FRASSE TRESTLE BLACK 6 UNITS STEN 174 SIDE FOSTS 3 UNITS
29. ivable 3 Accounts Payable 4 Sales Analysis 5 General Ledger 6 Security Systen Utilities B Daily Closing 9 Monthly Closing 10 Print Reports 11 Tine Accounting 12 Fixed Assets 13 Inventory Order Entry 14 Vertical Markets Q Query 5 Status E Exit E Enter selection Select the Fixed Assets System by typing 2 and pressing Enter The following screen will appear ANYLTD FIXED ASSETS INITFI 1 02 Systen Information 30 85 91 GENERAL COMPANY INFORMATION Company initials HH Short Company nane Long Conpany nane LIMITED There is no FIXED ASSETS SYSTEM set up this conpany you vant to set up a FIXED ASSETS SYSTEM d Y and press Enter The system will then ask On what drive do you want to set up the Fixed Assets files for this company Type the drive letter on which the company was set up and press Enter The Fixed Assets System is now ready for use Proceed to Daily Startup according to the user s manual 8 4 COMPANY INFORMATION CHAPTER 9 PRINT REPORTS PRINTING SPOOLED REPORTS Polymathic application software generates reports by spooling to disk files This means that when you wish to produce a report such as the Chart of Accounts the report is not printed directly to the printer but is saved or spooled on your hard disk for printing at some later time Spooling reports rather than printing them directly has several ad
30. nfiguration by running a program known as SETDRIVE To run this program type SETDRIVE and press Enter The screen will appear as follows Dries B C D E G H J K L M O P N N Y Y N N N N N N N N In the above examples Drives C and D are set to be searched This means that the system will only look for program and data files on the logged on drive and drives C and D Any program or data files on other drives that you have configured will be ignored To change the settings type to set a drive to be searched N to exclude a drive from being searched or to keep the existing value Normally you would only set the hard drive s letters on which you intend to keep your program and data files You are now ready to setup your first company To do this follow the instructions outlined under Company Setup POLYMATHIC COMPUTER SOFTWARE LICENSE AGREEMENT CORPORATION IMPORTANT The enclosed materials are provided to you by Polymathic Computer Corporation on the express condition that you agree to this Software License By using the enclosed diskette s you agree to the following provisions If you do not agree with these provisions return these materials to your dealer in original packaging within three days from receipt for a refund TERMS LICENSE LIMITED WARRANTY This agreement is in effect from the date of receipt of the software and lasts indefinitely unless cancelled by Polymathic for violation o
31. nu 31 63 93 1 Master File Maintenance 2 Calculate Depreciation 3 Reports E Exit E Selection To select Calculate Depreciation type 2 and press Enter The screen will appear as follows P C P L Fixed Assets TLFIPOZO 1 11 RM Calculate Depreciation 31 03 93 Typist 64 START Date dd nn yy Last DEPRECIATION DATE per ASSET END Date 94 31 03 93 MAR 31 931 _ Select igl Previev J Start Lgl Modify 1 1 Before you calculate the depreciation you can modify the run date to the date you wish to calculate the depreciation to The default date is the signon date CALCULATE DEPRECIATION B 6 1 CALCULATE DEPRECIATION The following options are available P Preview allows you to view the depreciation amount for each asset without updating the accumulated depreciation and net book value amounts You must use Start in order to run the update program that updates these amounts Start will calculate the depreciation for each asset and update the accumulated depreciation and net book value amounts Modify will allow you to modify the start and end dates that you want to calculate the depreciation for file Exit to fixed asset main menu It is suggested that you first run Preview to verify each assets accumulated depreciation amount Preview will generate a Fixed Asset Depreciation report that will list the capital cost depreciation amount and net book value for each asset On
32. py Page Messages A T po P LJZ SMALL PRINT PRINTER SELECTION DOT MATRIX PRINTER FUNCTIONS Print Device LPT1 Reset Printer Printer DOT MATRIX Condensed Print Status AVAILABLE 1 Cancel Condensed Print Setup 8 1 2 Cheques EPSON LASER 1 4 send to printer T Fi functions F2 change device BETH exit FUTURE DATED CHEQUES FUTURE DATED PAID INUDICES CUSTOMER FAX NUMBER EXCEPTIONS SALES JOURNAL lj print delete 3 start printing 7Z zoon iXi unctions scroll 1 FUNCTION KEYS AND PRINT COMMANDS m 9 5 PRINT REPORTS If you a Laser printer selected the following screen will appear POLYMATHIC COMPUTER CORPORATION Print Reports D K page Copy Page Messages EE E Reset Printer Print Device LPT1 Landscape 16 66 LETTER Printer LASER Landscape 16 66 LEGAL Status NOT AVAILABLE 1 Landscape TMS RMN 6 point Portrait small print MATRIX Landscape small print Portrait large print Forn Feed T Fi functions F2 send to printer 9 FUTURE DATED CHEQUES FUTURE DATED PAID INVOICES CUSTOMER FAX NUMBER EXCEPTIONS SALES JOURNAL j print delete start printing 7 11 Z exit To send the command to the printer use one of the cursor keys to highlight the command and press Enter F2 CHANGE DEVICE To change the printer port press F2 and the following
33. r of the page that you wish to start printing on and press or press to accept the system default of 1 3 Press 5 to start printing the desired reports PRINT SCREEN FIELDS m 9 3 PRINT REPORTS A sample print screen follows POLYMATHIC COMPUTER CORPORATION PCPRINT 2 33 Report nane p HP LJ2 SMALL PRINT p CHEQUE PRINT SETUP CHP LASER P PRINT SETUP CODES EPSON HP LJ2 66 LINES PAGE PURCHASE JOURNAL PURCHASE JOURNAL GST Llet CASH DISBURSEMENTS A P CHEQUE LINEUP CHEQUES ACCOUNTS PAYABLE PURGE AvP OPEN ITEMS NARROW AvP AGED TRIAL BALANCE AvP DETAILED AGED AvP DEBIT AGED LIST FUTURE DATED CHEQUES FUTURE DATED PAID INUDICES CUSTOMER FAX NUMBER EXCEPTIONS SALES JOURNAL Print Reports 1 D 1 D ij print i delete start printing Z zoon iXl functions EEFscroll 59 FUNCTION KEYS AND PRINT COMMANDS marks a report for printing marks a report for deleting start printing or deleting the selected reports view the details of the report on the screen Press F5 to view the actual report change the printer defaults moves highlight up one line allowing you to scroll through the reports moves highlight down one line allowing you to scroll through the reports exit the print reports screen without printing anything ZOOMING REPORT The zoom utility allows you to display a report to the screen To zoom a report highlight the report and type Z You can use the arrow
34. reur Cerro Ee oen euh eve 5 2 Rent payment DU GR GR ODIO I EDU Re 5 4 Sale DVI CC AM 5 4 Salvage Value 5 3 Serial number i p or rode 5 2 Vendor D lllbeL ica here Riva EV EE s 5 3 Company Informaiton Holding company initials esse 8 2 Company Information Affiliated companies eene 8 2 Company initials eni ot on d d ret ebria ket e ad 8 2 Company ooi vean EUR DUC 8 2 Last month closed 4d serio ves m E 8 2 Long company 8 2 Short company name eese eene 8 2 Company SCUUP ss sent eoa bidder 8 1 Correcting conia o acer nre E Cer PEU 5 5 Daily 4 1 Display Record ois Ene 5 6 ione meii Gu e HE aca Uns pista eri v cpi SS 2 3 Cancel processing ie ridesi rei pea 2 3 Rekey from a field orici rien tiri riae 2 3 Rekey display a line eese 2 3 General Data Entry Date fields scii od rena redu 2 2 Decimal ioter d het tto PS am FORES 2 2 Instructions ER 2 1 Menus and submenus eese 2 1 Optional fields ino ades cb enia ERI 2 2 The ENTER 2 1 Importing data 5 0 rre erit reas iade aes 5 7 Initial Company Setup eese 8 1 Log On Instructions
35. screen will appear COMPUTER CORPORATION typist 66 Port 88 Print Reports Report nane copy D K Copy Page Messages PRINTER SELECTION PRINTER DEVICES Print Device 11 LPT1 Printer CLASER 1 LPT2 Status AVAILABLE 1 LPT3 DOT MATRIX T Wend T Fi functions F2 change device exit FUTURE DATED CHEQUES FUTURE DATED PAID INUDICES CUSTOMER NUMBER EXCEPTIONS SALES JOURNAL i print j start printing zoom functions EEbscroll rexit Highlight the correct printer device and press Enter 9 6 FUNCTION KEYS AND PRINT COMMANDS Adding Records eid di e tito dps ON IEEE ES 5 2 DC dio T M H 5 3 Asset description 5 2 Asset 5 2 CCA iini eo finde du Sd Pec pede Ciber 5 2 Cost Centen uas ioni D Ep dS REVENUS 5 2 Date asset added ise PP He ER TIEFEN 5 4 Date asset checked 5 4 Date asset removed iue eie eris er rr e stes 5 4 Depreciation frequency 5 3 Depreciation 5 3 Depreciation override ceres 5 4 Depreciation tae ois tier inrer n Repas 5 3 Estimated ree ees 5 4 Insurance number ereeeeeeeee eene nenne nnn 5 3 Inventory 5 2 DIG adstare caeca 5 3 Lease 5 4 Override 0 5 4 odora er
36. three columns labeled Copy Page and Messages are used by the system during printing to display the current copy and page being printed and other status messages The system will automatically scan the disk for spooled print reports when you select print reports from the main menu This may take several minutes The system will then display the names of the reports which it has found To print an individual report proceed as follows 1 If you do not wish to print the first report highlighted in reverse video move the cursor down to the desired report using the key If you wish to print the first report do not move the cursor at all 2 P on the highlighted report which you wish to print If you wish to accept the system to defaults of 1 for number of copies D for delete report after printing and 1 for start printing on page one simply move the highlight to the next report which you wish to print If you wish change any of the defaults for these three fields press Enter a The cursor will now move to the cpy field Type the number of copies that you wish to print and press or simply press to accept the system default of 1 b The cursor now moves to the D K field Indicate whether you wish the report to be the deleted or kept after printing To delete the report after printing press to accept system default To keep the report after printing type K and press c The cursor will proceed to the page field Type the numbe
37. u want to change It will then display that line allowing you to modify your entries Once you have made the changes you can continue where you left off The Display Line option will prompt you to enter the line number that you want to display Once you type in the line number and press the line will be displayed The system will request that you press to continue where you left off CANCEL PROCESSING The Cancel option will cancel whatever you are doing If you are in the middle of an invoice or sales order etc and you want to cancel press and type the letter corresponding to cancel The system will ask you if you are sure you want to cancel before it performs this step EDITOR 2 3 GENERAL DATA ENTRY F5 LOOKUP FEATURE The lookup feature allows you to search for information from various input fields This feature eliminates the need for users to memorize codes used for general ledger accounts customer accounts supplier account and numerous other items For instance the F5 lookup feature can be used to display a supplier account code in the following manner Press at the Inventory field and the following screen will appear Fixed fissets TLFIPO10 1 09 Master File Maintenance 31 03 93 dei PgDn Salvage value COST ACCUMULATED NET BOOK VALUE Enter The following options are available The options of the lookup feature vary according to what program you are using T
38. ully Depreciated items in Cost Centre Sequence COST CENTRE 1900 Inv CAPITAL NUMBER DBSCRIPTION SERIAL NUMBBR LOCATION cost TODATE 0 Items 0 00 0 0 00 EXFIRO34 1 1 Page 1 RATE MTD FR FIXED ASSETS FULLY DEPRECIATED ASSETS REPORT m 7 5 REPORTS FIXED ASSETS LABELS Type 5 and press to select List Labels Fixed fissets TLFIPO30 2 05 31 03 93 REPORTS 1 List by Cost Centre 2 List by CCA Class 3 List Changes 4 List Fully Depreciated Items 5 List Labels 6 Purge Fully Depreciated Itens E Exit 5 Selection 31 Select Sl Start 1 1 Type S and press Enter The system will prompt you with the following Number of lines on label 6 Enter the number of lines on each label or press if there are 6 lines The system will then request that you enter the sort sequence of the report The following sequences are available C A Inventory Location D Default Cost Centre Once you have entered the sort sequence the labels will be generated A sample label follows 123456 AUDI 5000 A967894 1234 1900 7 6 FIXED ASSETS LABELS REPORTS PURGE FULLY DEPRECIATED ITEMS Type and press to select Purge Fully Depreciated Items Fixed fissets TLFIPO30 2 05 31 03 93 REPORTS 1 List by Cost Centre 2 List by Class 3 List Changes 4 List Fully Depreciated Items 5 List Labels 6 Purge Fully Depreciated Itens E Exit 6 Selection
39. vantages some of which are as follows 1 Reports are produced faster since writing to disk is faster than printing directly to a printer 2 All reports which have been spooled to the disk may be printed at one time instead of waiting for the printer to finish printing one report before printing the second report 3 Youcan print multiple copies of the same report without having to recreate and reprint the report 4 You can start printing at any page number After you have spooled one or more reports using the programs outlined in Chapter 7 you can print them by selecting Print Reports from the Main Menu MAIN MENU MASTER 3 16 Sun FEB 28 93 14 01 27 1 Payroll 2 ficcounts Receivable 3 Accounts Payable 4 Sales Analysis 5 General Ledger 6 Security Systen Utilities 8 Daily Closing 9 Monthly Closing 10 Print Reports 11 Time Accounting 12 Fixed Assets 13 Inventory Order Entry 14 Vertical Markets Q Query 5 Status E Exit E Enter selection To select Print Reports type 0 and press Enter PRINTING SPOOLED REPORTS m 9 1 PRINT REPORTS The screen will appear as follows MAIN MENU MASTER 3 16 1 Payroll 2 Accounts Receivable 3 Accounts Payable 4 Sales Analysis 5 General Ledger 6 Security 7 Systen Utilities 8 Daily Closing 9 Monthly Closing 18 Print Reports 11 Tine ficcounting 12 Fixed fissets 13 Inventory Entry 14 Uertical Markets Q Query PRINT Reports S Status E
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